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Managing Automated Tasks

This video provides a quick overview of automated tasking in IDMS.

The Tasking feature enables you to automate tasks for a group of records such as accounts. You can schedule these tasks to run automatically. For example, set a task to automatically transfer accounts rather than having to do it manually. You can add flags to multiple accounts and have them clear out automatically.

Ituran and Passtime have pings and tones that can be set up for their GPS devices. Queues and automated tasks can be used to determine what accounts the user wants to enable the pings and tones for in IDMS. Users can also set up what accounts need to be disabled. For example, if a driver is one day past due, then a task can be set up to notify the driver. Other criteria can be used to determine when to notify the driver.

From the left navigation pane, click the Tasking icon and choose Automated Task.

The Automated Task List page opens and lists the current tasks.

To run a task now

  1. Click the Run Task Now icon .
This schedules the task now, and the scheduled tasks will then run based on the Run Now command. For example, if you have a weekly scheduled task, the task will now occur one week from the Run Now time. The task will run regardless of whether the status of the task is active or inactive.

A confirmation pop-up window opens.

  1. Click Yes.

To add a new task

  1. Click the Add icon .

The New Automated Task page opens. 

  1. Complete the fields, and click the Save icon .

The Steps, Items, and Notes tabs appear.

To edit task details

  1. Click the Edit/View icon for the task you want to open.

The Details tab opens by default.

  1. Edit the fields in the Task Detail section, and click Update.

To edit or add task steps

When adding task steps, you choose the action and the order in which the steps need to take place.

Actions available include: Bulk Valuation, Delete Evaluated Inventory, Clear Task Items, Load Task Items, Send Email, Send Text, Assign Flag, Clear Flag, Assign Internet Marketing, Get Auction List, GPS Request, Add Inventory Notes, and Add Inventory Expense.

  1. Click the Steps sub-tab.

Task steps appear.

  1. Click the Select Action arrow, and choose the action you want to add.

Fields appear for that option, for example the Load Task Items fields appear after you choose that option.

You can change the order of the tasks by selecting the task and clicking Move Up or Move Down. You can also view a current task by clicking Edit/View.
  1. Complete the fields, and click the Save icon .

To view task items

Click the Items sub-tab.

You can select all or none of the tasks, delete tasks, remove all task items, remove all duplicate items, or view the actual record.

To delete tasks

  1. From the Steps or Items tab, in the Delete column, check the boxes that you want to delete.
  2. Click the Delete icon .

You receive a confirmation message.

  1. Click Yes.

Automated Payment Reminder Email

This video provides an overview of creating an automated payment reminder email task in IDMS.

Automated Late Payment Email

This video provides an overview of creating an automated late payment email task in IDMS.

Automated Welcome Email

This video provides an overview of creating an automated welcome email task in IDMS.